Description

Performs intermediate skilled administrative support and technical work processing accounts payable, reconciling invoices, maintaining fixed assets, processing insurance claims, providing customer service, entering data, maintaining financial records and files, and related work as apparent or assigned. Work is performed under the moderate supervision of the Assistant Finance Director. 

Essential Job Functions

• Processes accounts payables processes and ensures purchase orders have required documentation and approval prior to processing payments; submits invoices for review and approval.
• Maintains records for each payment.
• Communicates with vendors on payment discrepancies. 
• Enters material estimates/quotes into accounting software, as needed.
• Enters and updates vendors in the accounting software; assigns vendor numbers; obtains W-9 information and insurance information for new vendors; provides vendors link to select and set up payment options.
• Communicates with vendor to ensure all information is up to date
• Performs annual review of vendors, inactivating unused or duplicate vendors.
• Prepares and mails 1099 statements. Responds to inquiries and complaints from departments and vendors; provides information and assistance.
• Maintains and tracks fixed assets and depreciation as it relates to State statutes and follows GAAP.
• Ensures fixed assets are listed on insurance, if necessary.
• Performs annual review of fixed assets with department representatives ensuring records are accurate.
• Performs cost and price analysis of commodities and equipment, such as identifying total cost/ life cycle cost.
• Manages the selling process of Town’s unused assets.
• Reconciles invoices against purchase orders and ensures invoices have necessary approvals before submitting for payment.
• Prepares and processes claims for property and general liability insurance.
• Assists with the annual independent financial audit.
• Responsible for the annual property and liability insurance renewal process.
• Maintains petty cash for the Finance department under the direct supervision of the Assistant Finance Director.
• Assists Finance Department Employees in department matters, as needed.
• Provides administrative support for departments, as needed
• Work is performed in accordance with North Carolina General Statues and the State regulations governing purhcasing for local governments.

Requirements

• Bachelor's degree with coursework in accounting, bookkeeping, or related field and moderate experience in business or governmental financial accounting, or equivalent combination of education and experience.
• Ability to obtain Notary Public license within three months of hire.

Knowledge, Skills, and Abilities

• General knowledge of accounting and bookkeeping terminology, methods, procedures, and equipment.
• General knowledge of standard office procedures, practices, and equipment.
• Skill working with standard accounting software. 
• Ability to operate a variety of accounting, office, and data entry equipment.
• Ability to use word processing and spreadsheet software.
• Ability to understand and follow oral and written directions.
• Ability to follow work procedures.
• Ability to post accounts and to perform mathematical computations with speed and accuracy.
• Ability to make arithmetic computations using whole numbers, fractions, and decimals.
• Ability to compute rates, ratios, and percentages.
• Ability to understand and apply governmental accounting practices in the maintenance of financial records.
• Ability to type at a reasonable rate of speed.
• Ability to communicate effectively in oral and written forms.
• Ability to establish and maintain effective working relationships with department heads, associates, vendors, auditors, and the public.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, reaching with hands and arms and lifting, climbing or balancing, stooping, kneeling, crouching or crawling, pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; operating motor vehicles and observing general surroundings and activities, work requires preparing and analyzing written or computer data; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.